Adminstrative Assistant - Investigations

EDUCATION, TRAINING AND EXPERIENCE REQUIRED: Two years of college in Social Sciences / Business and / or equivalent related work experience plus four additional years of responsible office administration experience.

NATURE OF WORK: Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the police command staff and assisting in the administration of the standard operating policies and procedures of the police department.

PRIMARY OBJECTIVE OF POSITION

To independently perform a broad range of office functions associated with the Investigation Division of the police department and to promote a favorable image for the department and city. The overall responsibilities of this position are divided accordingly:

Investigations Division Projects and Responsibilties

35%

Property & Evidence Processing and Coordination

20%

Crime Trends-Analysis Reporting

15%

Accounts Receiveable-Payable / Payroll Processing

10%

Website Enhancement & Development

10%

Other Related Work as Apparent or Assigned

10%

WORK PERFORMED / AREAS OF RESPONSIBILITIES

TRANSCRIBES, PROCESSES, PROOFS AND MAINTAINS A WIDE VARIETY OF DOCUMENTS AND RECORDS. ENTERS AND RETRIEVES DATA FROM THE VARIOUS COMPUTER RECORDS SYSTEMS

I. Transcribes records and correspondence for the Investigations Division, which includes final dispositions, statements and miscellaneous correspondence

II. Reviews, adds and / or modifies records entry information to conform to investigative follow-up and final disposition information into record keeping system

III. Data enter cases, which will be tracked by or referred to the Investigative Division

IX. Provide the focused source of information on criminal activity in our city by identifying targeted individuals using all available resources including computer databases, contacts with outside law enforcement organizations and contacts with concerned citizens and business groups

X. Provide analytical, physical or coordination assistance during major case investigations such as lead tracking, link construction, crime mapping or other duties as directed

MAINTAIN ACCURATE RECORDS OF THE "CHAIN OF CUSTODY" IN ALL CLASSIFICATIONS OF PROPERTY RECEIVED INTO THE PROPERTY ROOM AND SECURELY STORE PROPERTY TO INSURE THE AVAILABILITY OF THAT PROPERTY WHEN NEEDED AND TO DISPOSE OF SAID PROPERTY WHEN ALL LEGAL PROCESSES HAVE BEEN MET

I. Receive, inventory, catalog, store and safeguard all classifications of property and evidence

II. Receipt incoming property and evidence to assure integrity of packaging and chain of possession

IV. Provide maintenance to property / evidence inventory to assure appropriate and timely reductions of volume with assistance of department personnel, courts, City / County Attorneys or government bodies

V. Review documentation relating to property / evidence in custody to assure that it has been entered as required into other networks and/or systems (i.e., hot files)

VI. Determine appropriate method of disposal for all types of property/evidence in accordance with applicable law and recognized and accepted standards

VII. Maintenance of property and evidence files such as to return to owner, provide to claimant, destroy, liquidate, put into service, etc.

VIII. Generate reports as required and provide support to other divisions, departments, cities, states and citizens

I. Hours are generally 7:30 a.m. to 4:00 p.m., Monday through Friday. This is a non-exempt position.

II. The employee is generally working indoors.

III. The noise level in the work environment is usually quiet.

In compliance with the Americans With Disabilities Act the following represents the physical and environmental demands: This position requires an equal amount of time spent standing, walking and sitting. Lifting, pushing/pulling or carrying objects weighing up to twenty-five (25) pounds is sometimes required with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.